How to Set Up Autoresponder Emails for Form Submissions

If you’re tired of sending manual follow-up emails every time someone fills out your form, email autoresponders can save you hours of work. With this, you can automatically send a single email right after a submission, or build a series of emails scheduled over days. You can even personalize every message using AI so that each email feels unique to the person who filled out your form.

This guide will walk you through setting up autoresponder emails step by step.

Why Use Autoresponder Emails?

Autoresponders allow you to:

• Instantly confirm submissions with a personalized message
• Deliver important details like order confirmations, registration info, or policy acknowledgments
• Nurture leads with follow-up emails sent days after submission
• Send targeted offers or reminders without manual effort
• Improve engagement with AI-powered personalization and translation

Step 1: Open Your Form and Go to Automate

Start by selecting the form you want to connect with autoresponders. For this example, let’s say you have an Apparel Order Form.

1. In your Formester account, open the form.
2. Click on Automate.
3. Select Add Autoresponder.

Step 2: Create Your First Autoresponder (Order Confirmation)

Let’s set up an instant order confirmation email.

1. Name your autoresponder Order Confirmation.
2. Add your subject line and body text. You can type your own or use Formester’s AI assistant to generate personalized content.

• • For example: “Write a personalized subject line for order confirmation with the customer’s name.”
  • For the body: “Write a personalized confirmation email including the order details.”

3. Map the email field to the respondent’s email address.
4. Add CCs if required.
5. Connect your SMTP account (if you want to send via your own server).
6. Save the autoresponder.

You can preview it using a test submission. You’ll see a subject line like Your Order Confirmation, [Name] and a body with all the order details automatically included.

Step 3: Create a Scheduled Follow-Up (Loyalty and Discounts)

Now let’s add a follow-up email to be sent 3 days later.

1. Create a new autoresponder and call it Loyalty and Discounts.
2. Use AI prompts to generate a subject line like Exclusive discounts for you, [Name].
3. Generate a body promoting your loyalty program or other offers.
4. Go to Advanced Settings and add a delay of 3 days.
5. (Optional) Add conditions so this email only triggers based on responses.
6. Save the autoresponder.

Step 4: Test the Workflow

1. Submit your form with test data.
2. Check your inbox for the order confirmation email.
3. After 3 days, you’ll receive the scheduled follow-up email.

Other Use Cases

Autoresponders are not just for online orders. You can use them for:

• Policy acknowledgment: Send confirmation including respondent’s name, department, and policy version.
• Training registration: Generate an automated email with session details, instructor name, and schedule.
• Event reminders: Send countdown emails before an event based on registration date.

Final Thoughts

Setting up autoresponder emails in Formester takes only a few minutes, but the impact on customer experience is huge. You save time, ensure consistency, and create a personalized journey for every form submission.

If you want to start building your own workflows, log in to your Formester account and set up your first autoresponder today.

Updated on: 03/10/2025